Privacy policy
This English version is for convenience. The Dutch version is the legally authoritative text. Privacyverklaring
In short
- We only process data you send us or data needed to book and run your session.
- No ad cookies, no sale of data, no AI training on your recordings.
- Project files are kept for up to 24 months after delivery unless agreed otherwise.
- Questions or requests: [email protected] — we reply within 1 business day.
1. Who we are
Monoxyleorix B.V. («we» or «Monoxyleorix») is a private limited company (B.V.) registered at Grote Bickersstraat 74, 1013 KS Amsterdam. Trade register (KvK) 91760683, VAT NL842161090B01. Managing director: Sophie van der Berg.
We are the controller for personal data collected through monoxyleorix.digital and in direct contact with you: enquiries, quotes, bookings, recording, mixing, mastering and related administration. Processing follows the GDPR and Dutch implementation law.
We have not appointed a data protection officer; it is not required at our scale. Privacy contact: [email protected] or 020 244 8916. Company details: legal notice.
2. Scope
This policy covers website visitors, people who contact us and clients using services such as vocal recording, band recording, mixing, mastering or podcast and audiobook.
If you bring guests or voices as an organisation, you are usually the controller for their data; we process recordings under our data processing agreement. Contract terms are in our terms and conditions.
3. Data we process
Contact form: name, email, phone (optional), chosen service, preferred date (optional) and project description. Required fields are needed to reply; without email we cannot send a quote.
Booking and delivery: billing details, artist or band name, scheduling, email and phone correspondence, payment references. A deposit of 40% of the session fee is standard; you enter bank details with your bank.
Recordings and session files: voice, instruments and performances are personal data when they identify you. We use them only to deliver the agreed service. If you film in the studio, you remain responsible for other people’s image data.
Technical data: TransIP B.V. keeps server logs (IP address, time, page requested) for site security. Your cookie choice is stored locally; see cookie policy.
We do not ask for special-category data. If you need to reschedule for health reasons, say you are unavailable — no medical certificate required.
4. Purposes, legal bases and retention
| Purpose | Data | Legal basis (GDPR) | Retention |
|---|---|---|---|
| Reply and quote | Form, email | Steps before contract / legitimate interest (Art. 6(1)(b) and (f)) | Up to 3 years after last contact |
| Booking, session, follow-up | Contact, project, schedule | Contract performance (Art. 6(1)(b)) | 24 months after last relevant session, then deletion unless agreed otherwise |
| Invoicing and accounts | Identity, invoice, payment | Legal obligation (Art. 6(1)(c)) | 7 years (Dutch tax retention) |
| Complaint or dispute | Correspondence, file | Legitimate interest (Art. 6(1)(f)) | Duration of proceedings and limitation periods |
| Website security | Host logs | Legitimate interest (Art. 6(1)(f)) | Up to 12 months unless shorter at host |
| Remember cookie choice | Key mnxl_consent_v1 in localStorage | Consent / telecom rules | 182 days |
We do not sell or rent data. We do not send newsletters. A new purpose would require consent or compatibility assessment.
5. Recordings, publicity, minors and AI
We do not publish excerpts of your recordings, session photos or your name on the site or social media without your prior written consent.
We do not use client recordings to train, test or improve artificial intelligence, and we do not create voice clones without explicit written consent from the data subject.
Online booking via the form is intended for people aged 16 and over. Sessions with younger artists are arranged by parents or guardians via direct contact. See our FAQ for practical rules.
6. Recipients
Only team members who need access: Sophie van der Berg and colleagues listed on about us. External parties receive data only when necessary:
- TransIP B.V. — hosting of monoxyleorix.digital and email, data centres in the EEA;
- FormSubmit (formsubmit.co, United States) — forwards the contact form to our mailbox;
- accountant, bound by professional secrecy, for billing data;
- bank, for payments you initiate;
- authorities, when the law requires it.
Each processor signs an Article 28 GDPR agreement. Business clients: data processing agreement.
7. Transfers outside the EEA
Hosting and day-to-day storage stay within the European Economic Area. FormSubmit processes form content in the United States. That transfer is necessary to handle your web enquiry (Art. 49(1)(b) GDPR — steps before contract at your request).
To avoid that route, email or call us directly at [email protected] or 020 244 8916; we handle the request the same way.
8. Security
We apply appropriate measures: HTTPS on the site, restricted access with individual accounts and strong passwords, encrypted workstations where possible, locked studio outside sessions, and deletion of project files after the retention period above.
If a breach likely affects your rights, we notify the Dutch Data Protection Authority (Autoriteit Persoonsgegevens) and inform you when the GDPR requires it. No online transfer is completely risk-free; once received, we protect data under this policy.
9. Your rights
You have the right of access, rectification, erasure, restriction, data portability, objection to processing based on legitimate interest, and withdrawal of consent without affecting prior lawful processing.
Send requests to [email protected] or by post to Grote Bickersstraat 74, 1013 KS Amsterdam. We respond within one month; complex cases may be extended by two months with explanation. We may verify identity if in doubt.
You may lodge a complaint with the Autoriteit Persoonsgegevens (AP), autoriteitpersoonsgegevens.nl. We prefer to resolve issues with you first.
10. Cookies and similar technologies
We do not use analytics, advertising or social media cookies. Only your choice is stored for 182 days under key mnxl_consent_v1 in localStorage. The banner offers equally prominent accept, reject and customise actions.
Details: cookie policy. Change preferences via .
11. Links to other sites
The site links to map services and our host. Those parties apply their own privacy rules; we are not responsible for their processing.
12. Status and changes
This policy is informational and does not limit your legal rights. Effective: 14 October 2026. Last updated: 14 October 2026.
Material changes are published on this page and active clients may be notified by email where appropriate. Contact: Monoxyleorix B.V., [email protected]. See also disclaimer.